Administration & Receptionist Executive

RESPONSIBILITIES / TRÁCH NHIỆM CHÍNH:

1. Office Administration & Cost Management / Quản lý hành chính văn phòng và chi phí

• Track and manage monthly office expenses; prepare complete payment documents and submit them to the Operations Manager for review before approval and payment in line with company policy. These include office rent, electricity, water, management fees and Owners' Committee remuneration, cleaning, plants, stationery, supermarket supplies, coffee, monthly offerings and drinking water.
• Coordinate with suppliers, Accounting and relevant departments to complete supporting documents, track on‑time payments and promptly report any issues.
• Monitor needs for and manage stationery, supplies and equipment; consolidate purchase requests and execute purchases once approved.
• Coordinate scheduled and ad‑hoc maintenance and repair requests at the office.
• File and manage administrative records, including contracts, invoices and supporting documents; monitor service contract expiry dates and proactively remind the Operations Manager of items due for renewal.

2. Reception & Front Office / Lễ tân và tiếp đón

• Welcome and guide visitors to the office; notify and coordinate with relevant persons/departmentsto ensure a professional reception.
• Answer and route incoming calls and general enquiries to the right persons/departments; record and pass on messages promptly.
• Manage meeting room bookings; prepare rooms, equipment and refreshments for internal meetings and client visits.
• Receive, send, sort and route mail, parcels and office documents.
• Keep the reception and common areas tidy, well‑stocked and presentable at all times.

3. Business Travel Support / Hỗ trợ công tác và di chuyển

• Book flights, hotels and ground transportation for staff in line with confirmed itineraries, budgets and approvals.
• Prepare business trip documents, confirm itineraries and handle any changes that arise.
• Consolidate related invoices and receipts to complete payment and expense settlement procedures.

4. HR Administration Support / Hỗ trợ hành chính nhân sự

• Support onboarding of new employees; prepare workstations and equipment, and coordinate account and system access set‑up.
• Track and support employee engagement activities, including birthday celebrations, special occasions and internal events in line with company policy.
• Support offboarding procedures; track handovers and asset returns as guided by HR and assigned by the Operations Manager.
• Help circulate approved announcements and prepare logistics for training programs and internal activities.

5. Reporting, Coordination & Confidentiality / Báo cáo, phối hợp và bảo mật

• Update the Operations Manager on work progress, upcoming payments and arising issues for guidance.
• Coordinate with departments, suppliers and other stakeholders to ensure work is completed on schedule.
• Maintain the confidentiality of internal information, records and department operations.
• Other administrative and reception tasks as assigned by the Operations Manager.

REQUIREMENTS / YÊU CẦU:

• Language: Good English communication and email writing.
• Education: College or Bachelor's degree in Business Administration, Office Administration or a related field.
• 1‑2 years of experience in an administrative or receptionist role; experience in real estate or a multinational company is an advantage.
• Proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint).
• Strong organizational, time‑management and multi‑tasking skills.
• Professional communication, appearance and manner when receiving guests.
• Detail‑oriented and accurate in handling documents and payment records.
• High integrity and strict confidentiality.
• Proactive, responsible, able to work under pressure and meet deadlines.